______________________________________________________________________________________
TO:
Mayor and Members of the Town Council
FROM:
Laura Russell, Planning & Building Director
DATE:
March 8, 2023
RE:
Contact Extensions with Urban Planning Partners for Housing Element and
Safety Element
RECOMMENDATION
Staff recommends that the Town Council amend two contracts with Urban Planning Partners
to assist the Town with updating its Housing Element and Safety Element, and prepare the
Initial Study/Mitigated Negative Declaration.
BACKGROUND
On April 28, 2021, Town staff issued a Request for Qualifications (RFQ) to complete the
Housing Element Update as required by state law, and included as an optional task, the
update to the Safety Element. Town staff identified Urban Planning Partners (UPP) as a
qualified firm to complete the tasks.
Housing Element and CEQA
On July 14, 2021 the Town Council approved a contract with UPP for planning services to
support the Housing Element Update and prepare the first step of the environmental review
under the California Environmental Quality Act (CEQA). At that time, it was too early to
estimate the full cost of the CEQA review but it was important to begin the Vehicle Miles
Traveled (VMT) analysis because it needed to be completed early in the process. At that
time, it was known that a large contract amendment would be needed for the majority of the
CEQA work.
On March 23, 2022, Town Council received an update on the Housing Element update
process and provided additional direction on next steps. Council considered options for
additional resources and expressed support for additional funds, even though they would
need to be paid from reserves. An additional $98,222 was authorized for the Housing
Element. A portion of that was to cover increased work by UPP while the Town’s Senior
Planner was out on maternity leave. At that time, the authorized budget for the CEQA review
was $168,210.
TOWN OF PORTOLA VALLEY
STAFF REPORT
TOWN OF PORTOLA VALLEY
Page 13 of 88
Contract Amendments for Housing & Safety Elements
March 8, 2023
Page 2
Safety Element
On August 11, 2021 the Council approved a second contract with UPP for $100,256 to
prepare the Town’s Safety Element. At that time, there was a possibility of collaborating with
other jurisdictions to save resources. However, the potential to collaborate with other local
jurisdictions on the Safety Element Update did not develop at a rate that was useful to the
Town. Waiting for the collaborative effort would have resulted in a lack of needed information
to support the Housing Element Update process. On February 23, 2022, Town Council
authorized an increase of approximately $35,000 (with a contract amendment to follow) for
the additional Safety Element work, bringing the total authorized for the Safety Element to
$135,256.
DISCUSSION
As the Town Council is aware, the complexity, and length of the Housing Element Update
process and associated CEQ review has exceeded all initial estimates. The challenges and
number of meetings has far outpaced what was expected. Each time a map, technical
analysis, program, or site analysis is revised, that requires additional resources. Each public
meetings takes many hours to prepare for. Please see the Table of Meetings and Documents
for more detail on the number and scope of meetings that have been held.
The costs associated with this effort are detailed below. The Town Council has provided
previous authorizations for much of the work, which is being formalized through the currently
proposed contract amendments. The consultant invoices have been paid, based on past
authorizations and direction from Town Council. These contract amendments formalize past
authorizations and additional requests necessary to support the process.
The Town was awarded three State grants to cover some of the costs of the Housing Element
Update process. The total of those three grants is $245,000.
Housing Element Expenses
$117,402 Original contract
$98,222 Authorized on 3-23-22
$215,624 Total Authorized by Council
$13,782 Additional Request
$229,406 Total with this Amendment
CEQA Review Expenses
$168,210 Original Authorization on 3-23-22
$95,041 Additional Request
$263,251 Total with this Amendment
Total contract: $229,406 + $263,251 = $492,657
Safety Element Expenses
Page 14 of 88
Contract Amendments for Housing & Safety Elements
March 8, 2023
Page 3
$100,256 Original contract
$35,000 Authorized on 2-23-22
$135,256 Total Authorized by Council
$22,579 Additional Request
$157,835 Total with this Amendment
FISCAL IMPACT
Staff is exploring any other potential sources of funding to support the Housing and Safety
Element to try to reduce spending from reserves. There is complexity in the accounting for
the Housing Element and Safety Element because there are several sources of income and
expenses that cross over fiscal years. Staff anticipates doing additional analysis and
providing an update to Council at an upcoming meeting.
ATTACHMENTS
1. Original Agreement with UPP for preparation of the Housing Element
2. Amendment No. 1 with UPP – Housing Element
3. Original Agreement with UPP for preparation of the Safety Element
4. Amendment No. 1 with UPP – Safety Element
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AMENDMENT NO. 1 to AGREEMENT BETWEEN THE
TOWN OF PORTOLA VALLEY AND URBAN PLANNING PARTNERS
This Amendment 1 (“Amendment”) is made as of February ___, 2023, with respect
to the Agreement (“Agreement”) by and between the Town of Portola Valley (“Town”) and
Urban Planning Partners (“Consultant”).
RECITALS
A. The Town and Consultant entered into the Agreement for Housing Element
consulting services on July 14, 2021.
B. The Town and Consultant desire to modify the Agreement.
NOW, THEREFORE, in consideration of the mutual covenants, the Town and
Consultant do hereby agree as follows:
1. Scope and Level of Services. The nature, scope and level of the specific
services to be performed by Consultant are amended to include the following tasks set
forth in Exhibit A-1 attached and incorporated.
2. Compensation. The compensation for services identified in Exhibit B of the
Agreement is increased to $444,572, plus a 15% contingency of $48,085, for a total not
to exceed amount of $492,657 as described in Exhibit B attached and incorporated.
3. Agreement. Other than the amendment set forth herein, no other provisions of
the Agreement are amended and all other provisions of the agreement are in full force
and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment 1 as of the
date set forth above.
TOWN OF PORTOLA VALLEY
URBAN PLANNING PARTNERS
By:
_______________________
Mayor
By:
_______________________
Lynette Dias, President
Page 31 of 88
EXHIBIT A-1
(SCOPE AND LEVEL OF SERVICE)
The scope of work will be expanded for the Housing Element to include the following:
•
Project Management and Coordination: contract planning support for up to six
additional AHHEC meetings (up to six hours each) and weekly standing team
meetings with the Town (completed)
•
Sites Inventory: additional mapping and analysis for multiple Sites Inventory
Scenarios
•
Draft Housing Element: additional information gathering for the Needs Section
(beyond what was provided in the ABAG data packets)
•
Greater level of effort to prepare extensive "Affected Environment" and
"Regulatory Setting" sections for each environmental topic
•
Additional costs for subconsultants to prepare responses to comments
•
Additional costs for preparing a Response to Comments document and attending
additional Planning Commission and Town Council meetings
Conducting environmental analysis; preparing of required Initial Study/Mitigated
Negative Declaration drafts, response to comments, and Mitigation Monitoring and
Reporting Program; and providing Project Management for the environmental review
Page 32 of 88
EXHIBIT B-1
(SCHEDULE OF PERFORMANCE/COMPENSATION)
Portola Valley Housing Element Update Budget Amendment
Service
Labor + Direct
Costs
15%
Contingency
Optional Task
Total
Housing Element
$9 7,395
$14,609
NA
$112,004
IS/MND (CEQA)
$223,175
$33,476
$6,600
$263,251
Total
$320,570
$48,085
$6,660
$375,255
Housing Element
1.
Hourly Rate:
Urban Planning Partners
Curtis Banks
Project Director
Carla Violet
Project Manager
Planner/ Support
Word Processing
Total
$225
$210
$125
$130
Task 1. Project Management and Coordination
Weekly Team Meetings (24 mtgs/6 mos total)
24
40
8
-
$ 14,800
Ad Hoc Committee Prep (6 mtgs)
10
48
12
-
$ 13,830
Ad Hoc Committee Meeting Attendance (6 mtgs, 6 hrs)
20
36
-
-
$ 12,060
TASK 1 SUBTOTAL
54
124
20
-
$ 40,690
Task 2. Sites Inventory
Admin Draft Sites Inventory Scenarios
16
24
25
-
$ 11,765
Public Review Draft Sites Inventory Scenarios
8
16
12
-
$ 6,660
TASK 2 SUBTOTAL
24
40
37
-
$ 18,425
Task 3. Draft Housing Element
Admin Draft Housing Element
12
36
24
8
$ 14,300
Public Review Draft Housing Element
8
12
8
4
$ 5,840
HCD Review Draft Housing Element
4
4
-
-
$ 1,740
TASK 3 SUBTOTAL
24
52
32
12
$ 21,880
Task 4. Final Draft, Final Adoption
Final Draft Housing Element
12
24
12
4
$ 9,760
Final Housing Element
6
18
10
2
$ 6,640
TASK 4 SUBTOTAL
18
42
22
6
$ 16,400
TOTAL LABOR ESTIMATE
hours
120
258
111
18
27,000
54,180
13,875
2,340
$ 97,395
RECOMMENDED CONTINGENCY
15% Contingency - May only be used as authorized by client $ 14,609
TOTAL ESTIMATED FEE WITH CONTINGENCY $ 112,004
Page 33 of 88
California Environmental Quality Act Services Fee Estimate
Hourly Rate:
Curtis Banks
Principal-in-Charge
Carla Violet
Associate Principal
Planner
Word
Processing/Graphics
URBAN PLANNING
PARTNERS TOTAL
BASELINE
ENVIRONMENTAL TOTAL
FEHR & PEERS TOTAL
ENVIRONMENTAL
COLLABORATIVE TOTAL
COGSTONE TOTAL
Team TOTAL
$225
$210
$165
$130
Initial Study/ Mitigated Negative Declaration
Task A. Project Initiation
1.
Kick-off Meeting
2
2
-
-
$
870
$
-
$
-
$
-
$
-
$
870
2.
Project Description
2
8
10
6
$
4,560
$
-
$
-
$
-
$
-
$
4,560
Subtotal for Task A
4
10
10
6
$
5,430
$
-
$
-
$
-
$
-
$
5,430
Task B. Conduct Environmental Analysis
1.
Land Use and Planning
2
4
16
4 $
4,450
$
-
$
-
$
-
$
-
$
4,450
2.
Transportation
6
8
4
6 $
4,470
$
-
$ 35,700
$
-
$
-
$
40,170
3.
Cultural and Tribal Cultural Resources
1
2
4
1
$
1,435
$
-
$
-
$
-
$ 17,825
$
19,260
4.
Biological Resources
1
2
2
1 $
1,105
$
-
$
-
$
9,700
$
-
$
10,805
5.
Air Quality
1
2
2
1 $
1,105
$
7,800
$
-
$
-
$
-
$
8,905
6.
Geology and Soils
2
1
1
4
$
1,345
$
3,800
$
-
$
-
$
-
$
5,145
7.
Greenhouse Gas Emissions
2
2
2
1 $
1,330
$
6,500
$
-
$
-
$
-
$
7,830
8.
Hydrology and Water Quality
2
2
1
4
$
1,555
$
4,600
$
-
$
-
$
-
$
6,155
9.
Hazards and Hazardous Materials
2
2
1
4
$
1,555
$
4,500
$
-
$
-
$
-
$
6,055
10.
Noise
2
2
1
1 $
1,165
$
7,800
$
-
$
-
$
-
$
8,965
11.
Population/Housing
2
4
6
1 $
2,410
$
-
$
-
$
-
$
-
$
2,410
12.
Public Services/Utilities/Recreation
4
10
24
2 $
7,220
$
-
$
-
$
-
$
-
$
7,220
13.
Wildfire
4
10
8
4 $
4,840
$
-
$
-
$
-
$
-
$
4,840
14.
Aesthetics
4
6
12
6 $
4,920
$
-
$
-
$
-
$
-
$
4,920
15.
Other Topics (Ag, Mineral Resources, Energy)
-
2
6
-
$
1,410
$
-
$
-
$
-
$
-
$
1,410
16.
Mandatory Findings of Significance
1
1
4
-
$
1,095
$
-
$
-
$
-
$
-
$
1,095
Subtotal for Task B
36
60
94
40
$
41,410
$ 35,000
$ 35,700
$
9,700
$ 17,825
$
139,635
Task C. Prepare Environmental Document and MMRP
1.
Administrative Draft Document
8
12
14
10 $
7,930
-
-
-
-
7,930
2.
Screencheck Draft Document
6
10
16
8 $
7,130
-
-
-
-
7,130
3.
Public Review Draft Document
4
8
12
6 $
5,340
-
-
-
-
5,340
4.
Admin Draft Response to Comments
6
8
16
4 $
6,190
5,000
7,700
-
-
18,890
5.
Public Review Response to Comments
4
6
12
2 $
4,400
-
-
-
-
4,400
6.
MMRP
-
4
6
4 $
2,350
-
-
-
-
2,350
Subtotal for Task C
28
48
76
34
$
33,340
$
5,000
$
7,700
$
-
$
-
$
46,040
Task D. Project Management
1.
Project Management
4
8
6
-
$
3,570
-
-
-
-
3,570
2.
PC Public Hearing
8
8
-
-
$
3,480
-
3,600
-
-
7,080
3.
TC Public Hearing
8
8
-
-
$
3,480
-
3,600
-
-
7,080
Subtotal for Task 2D
20
24
6
-
10,530
$
-
$
7,200
$
-
$
-
$
17,730
Labor Subtotal
Hours
88
142
186
80
-
-
-
-
$
$ 19,800
$ 29,820
$ 30,690
$ 10,400
90,710
$ 40,000
$ 50,600
$
9,700
$ 17,825
$
208,835
DIRECT COSTS
1.
Printing and Misc. Direct Costs (assumes bulk of documents will be digital)
$
250
$
250
2.
Cultural Records Requests and Mailings
$
-
$
2,070
$
2,070
3.
Subconsultant Mark-up (10%)
$
12,020
$
12,020
Direct Costs Subtotal
$
12,270
$
-
$
-
$
-
$
2,070
$
14,340
Total (Labor + Direct Costs)
$
$ 102,980
$ 40,000
$ 50,600
$
9,700
$ 19,895
$
223,175
CONTINGENCY
15% contingency only to be used if authorized by client
$
33,476
OPTIONAL TASK
1.
Re-Run VTA Model and Prepare VMT Estimates (up to 2 more scenarios)
$
-
$
-
$
6,000
$
-
$
-
$
6,000
2.
Subconsultant Mark-up (10%)
$
600
$
600
Total with Optional Task
$
$ 103,580
$ 40,000
$ 56,600
$
9,700
$ 19,895
$
263,251
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Page 55 of 88
AMENDMENT NO. 1 to AGREEMENT BETWEEN THE
TOWN OF PORTOLA VALLEY AND URBAN PLANNING PARTNERS
This Amendment 1 (“Amendment”) is made as of February ___, 2023, with respect
to the Agreement (“Agreement”) by and between the Town of Portola Valley (“Town”) and
Urban Planning Partners (“Consultant”).
RECITALS
A. The Town and Consultant entered into the Agreement for Safety Element
consulting services on August 11, 2021.
B. The Town and Consultant desire to modify the Agreement.
NOW, THEREFORE, in consideration of the mutual covenants, the Town and
Consultant do hereby agree as follows:
1. Scope and Level of Service. The nature, scope and level of the specific
services to be performed by Consultant is amended to include the additional tasks as set
forth in Exhibit A-1 attached and incorporated.
2. Compensation. The compensation for services identified in Exhibit B of the
Agreement is increased to a total not to exceed amount of $157,835 as set forth in Exhibit
B-1 attached and incorporated.
3. Agreement. Other than the amendment set forth herein, no other provisions of
the Agreement are amended and all other provisions of the agreement are in full force
and effect.
IN WITNESS WHEREOF, the parties have executed this Amendment 1 as the of
the date set forth above.
TOWN OF PORTOLA VALLEY
URBAN PLANNING PARTNERS
By:
_______________________
Mayor
By:
_______________________
Lynette Dias, President
Page 56 of 88
EXHIBIT A-1
(SCOPE AND LEVEL OF SERVICE)
The additional scope of work for the Safety Element is to include the following:
Expanded Project Management and Coordination: preparation and attendance at
up to five Committee Meetings and one community meeting/workshop
Preparation of three separate memos for committee review and a FAQ document
relating to fire and safety issues
Page 57 of 88
EXHIBIT B-1
(SCHEDULE OF PERFORMANCE/BUDGET)
Portola Valley Safety Element Scope Amendment Estimated Fee
Hourly Rate:
Urban Planning Partners
Atlas Planning
DCR
Team Total
Curtis Banks
Project Director
Carla Violet
Project Manager
Planner/ Support
UP Partners Total
Project Manager
Associate Planner
Assistant Planner
Atlas Planning Total
Zeke Lunder
Deer Creek
Resources Total
$225
$210
$110
$180
$125
$95
$200
Task 1. Project Management and Coordination
Team Meetings
8
8
2
$ 3,700
-
-
$ -
$ -
$ 3,700
Committee Coordination & Meetings (5)
12
24
2
$ 7,960
40
6
8
$ 8,710
$ -
$ 16,670
TASK 1 SUBTOTAL
20
32
4
$ 11,660
40
6
8
$ 8,710
-
$ 20,370
Task 2. Administrative Draft Safety Element Review
Develop and review policy content for Safety Element
10
22
8
$ 7,750
18
24
16
$ 7,760
18
$ 3,600
$ 19,110
TASK 2 SUBTOTAL
10
22
8
$ 7,750
18
24
16
$ 7,760
18
$ 3,600
$ 19,110
Task 3. Public Review Draft Safety Element Review
Revise policy content for Safety Element
2
8
4
$ 2,570
14
8
4
$ 3,900
$ -
$ 6,470
TASK 3 SUBTOTAL
2
8
4
$ 2,570
14
8
4
$ 3,900
-
$ 6,470
Task 4. Cal Fire Coordination/BOF Approval
Coordinate with Cal Fire staff
2
$ 420
6
8
4
$ 2,460
$ -
$ 2,880
TASK 4 SUBTOTAL
-
2
-
$ 420
20
16
4
$ 2,460
-
$ 2,880
Task 5. Final Adoption*
Review draft meeting materials and attend two public hearings
-
-
-
$ -
8
4
-
$ 1,940
$ -
$ 1,940
TASK 5 SUBTOTAL
-
-
-
$ -
8
4
-
$ 1,940
-
$ -
$ 1,940
TOTAL LABOR ESTIMATE
hours
32
64
16
100
58
32
18
$
7,200
13,440
1,760
$ 22,400
18,000
7,250
3,040
$ 28,290
3,600
$ 3,600
$ 54,290
DIRECT COSTS
1. Subconsultant Mark-up (10%)
$ 3,189
$ 3,189
TOTAL MISCELLANEOUS COSTS
$ 3,189
$ -
$ -
$ 3,189
TOTAL ESTIMATED FEE
$ 25,589
$ 28,290
$ 3,600
$ 57,479
* Hours for Urban Planning Partners included in original contract budge
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